Monash University > MRGS > Scholarships > Selection

Instructions for Academic Units and Faculties/Scholarship Ranking & Allocation System

It is strongly recommended that academic units begin the process of assessing applications as soon as they are submitted.

Access to HDR Scholarship Ranking and Allocation System

The request for access form needs to be completed before you can access the system. All request forms need to be submitted via your faculty. MRGS will notify you when you have been granted access.

Login to Scholarship Ranking and Allocation System

Login to https://emuapps.monash.edu.au/pls/htmldbbms/f?p=1005 using your Monash authcate. Click on Applicant Validation Processes tab from top menu. The Scholarship Application Year will default to 2010 each time you log in to the system. To view last year's applications, change Scholarship Application Year to 2009 from Home Page tab.

Step 1: Student submitted - Initial validation required

Check that the applicant belongs in your department. If not, reassign application to correct faculty and/or department and provide details in the comments section. The applicant will move to the new faculty and/or department list once saved. No further action will be required if applicant does not belong in your department.

Check the Monash student ID (if applicable). If applicant has provided correct ID number, their Callista personal details will be displayed. Correct or add the Student ID, if required.

Provide supervisor details (if known). Where the proposed supervisor is not in the supervisor list or is not known leave as 'Interim Supervisor' and record the name in the comments box (if applicable). Note: supervisor details are not compulsory but should be entered where known.

Applicant will move to Step 2: Categorisation Required (G1-G6) once saved.

Step 2: Categorisation required (G1-G6) (by Wednesday 4 November 2009)

Monash University Study Statement: The Monash University Study Statement will be accessible for all students who have studied at Monash where the Monash ID has been provided. The Study Statement link will open the applicant's Callista Study Statement and will detail all courses at Monash. Please note that the Study Statement can only be accessed from a Monash computer or via a digital certificate and VPN client if accessing the system from home. Information is available from the ITS website (http://www.its.monash.edu.au/staff/networks/vpn/ and https://secure.monash.edu/its/vpn/digital-certs.html). Please liaise with your IT contacts to set this up if required. You will be able to access the current Study Statement from all steps where qualifications are displayed or from the summary of the application from the Submitted Application List tab.

Review the applicant’s qualifications and assign to one of the following groups:

G1 – Holds H1 Degree
G2 – Currently completing H1 Degree
G3 – H1E Previously Granted
G4 – H1E Required
G5 – Auto H1E Required
G6 – Ineligible (won’t be considered further)

G1 – Holds H1 Degree
For applicants who hold one of the following qualifications:

Australian/New Zealand bachelors degree with 1st class honours (includes Monash Malaysia & Monash South Africa honours)
Australian/New Zealand research masters preliminary formally graded at H1 level
Australian/New Zealand research masters degree (66-100% research) formally graded at H1 level
FRACP (Fellowship of Royal Australasian College of Physicians) - Successful completion of Parts 1 and 2

G2 – Currently completing H1 Degree
For applicants who are currently completing a G1 qualification and one of the results listed above is expected.

G3 – H1E Previously Granted
For applicants who have previously been granted H1E or auto H1E by the Research Graduate School Committee.

List of applicants awarded H1E status in last three years (from main scholarship round & miscellaneous H1E panels) (Monash staff only)

G4 – H1E Required
For applicants who do not hold a G1 qualification that the department would like assessed for H1 equivalence (ie the department considers that the applicant holds qualifications and/or research experience which are equivalent to a degree with first class honours). See H1 equivalence procedures for details.

G5 – Auto H1E Required
For applicants with Monash qualifications or qualifications from selected overseas institutions that have been approved for automatic H1 equivalence. See H1 equivalence procedures for details.

G6 – Ineligible (won’t be considered further)
For applicants who do not hold a G1 qualification that the department does not want assessed for H1 equivalence (ie the department does not consider that the applicant holds qualifications and/or research experience which are equivalent to a degree with first class honours).

The applicant will move to Step 3: MRGS confirming category once saved. G6 applicants will move to the Student Ineligible list.

You will not be able to continue with assessment of the application until Step 3 has been completed by MRGS.

Step 3: MRGS confirming category

MRGS will check that the applicant has been allocated to the correct category. If the incorrect category has been selected, MRGS will reject the category and provide an explanation in the comments field. The applicant will then move back to Step 2: Categorisation required for reassignment to the correct category.

Applicant will move to Step 4: Full data validation once MRGS have approved the category.

Step 4: Full data validation (faculty to set date)

Verify Personal Details: Check the residency status and name against the documents submitted. If any details are incorrect (such as name, address, residency status) or if you are unable to verify, you must provide details in the comments section. Upload additional documents related to residency status and previous name (if required). Note regarding residency status for applicants who register using their Monash authcate: applicants are not required to upload evidence of their residency status as this information is obtained directly from Callista.

Verify English language proficiency: Check that the applicant meets the minimum English language proficiency requirements (except if applicant is already enrolled in a PhD, Professional Doctorate or Master of Philosophy*). English language requirements are available from http://www.mrgs.monash.edu.au/scholarships/selection/proc11.html.

If applicant has incorrectly selected studies in English or has not met the minimum IELTS/TOEFL scores required, you will need to provide details in the comments section. Contact applicant to advise that they will be required to provide satisfactory IELTS/TOEFL test by 7 December 2009 (if required). Where the applicant does not meet minimum English requirements and academic unit would like to make a case for an IELTS/TOEFL test exemption, select MRGS Steering Committee approval required. Case will need to be made in a later step. Upload additional documents related to English language proficiency (if required).

*If applicant is already enrolled in a PhD, Professional Doctorate or Master of Philosophy (MPhil), the English language proficiency requirements will already have been approved by RGSC. Select Verified - meets English requirements.

Verify Current/Previous Study List: Check the qualifications and details the applicant has provided against the documents submitted. If any details are incorrect (such as qualification type, duration) or if you are unable to verify, you must provide details in the comments section. Add any comments that may assist with the assessment of the applicant. Upload additional documents related to current/previous study (if required).

Verify Academic Details Section: Check for incomplete research masters or doctorate in last three years (other than current enrolment listed above). Upload additional documents related to prior enrolment (if required).

Verify Awards Section: Check the awards and details the applicant has provided against the documents submitted. If any details are incorrect or if you are unable to verify, you must provide details in the comments section. Add any comments that may assist with the assessment of the applicant. Upload additional documents related to awards (if required).

Verify Employment and Research Experience Details: Check the employment and research experience details the applicant has provided against the documents submitted. If any details are incorrect or if you are unable to verify, you must provide details in the comments section. Add any comments that may assist with the assessment of the applicant. Upload additional documents related to employment and research experience (if required).

Verify Publication List: Check the publication details the applicant has provided against the documents submitted. If any details are incorrect or if you are unable to verify, you must provide details in the comments section. Add any comments that may assist with the assessment of the applicant (eg refereed journal publication etc). Upload additional documents related to publications (if required).

Verify Research Program Section: Check the research program details and confirm the course, attendance type, attendance mode and campus. Note: applicants who are proposing to undertake a second research masters are no longer eligible for a MGS or MIPRS. The proposed course must be changed to PhD in order for the applicant to be eligible. Applicants who have already completed a PhD or research professional doctorate or equivalent are eligible to apply for a second PhD or professional doctorate provided the proposed research area is significantly different to the prior PhD or professional doctorate. Upload additional documents related to research program (if required).

Referee List & Referee Reports: Indicate whether referee has been contacted. It is not compulsory to seek referee reports for each applicant. To assist you in ranking some applicants, you may wish to request a reference. A standard referee report form is available, however you may use your own format. Referees should submit their reports directly to the academic unit. Add relevant comments such as date referee contacted. Upload referee report (if required).

Other Supporting Documents Section: View optional documents submitted with the application and add comments that may assist with the assessment. Upload additional documents (if required).

Important notes: Save data before submitting data validation for approval, as any unsaved details will be lost if you have missed an item that needs to be verified. You can save and resume this step at a later date.

You cannot use items that you have not been able to verify for a H1E assessment or for ranking.

We recommend that full data validation is done for applicants that require H1E or automatic H1E assessment first, as Step 5: Approve full data validation will need to be done before you can complete the H1E or automatic H1E form.

If you have a G4 (H1E required) applicant that you no longer wish to support, you will still need to complete this step. Indicate in comments section that H1E assessment will not be sought. The approver in Step 5 will then move applicant to Student Ineligible list, if they agree with your recommendation.

You will not be able to continue with assessment of the application until Step 5: Approve full data validation has been completed.

Step 5: Approve full data validation (by Monday 9 November 2009)

This step will most likely be undertaken by your faculty. However, in some of the larger faculties, this step may be undertaken by a second person in the academic unit or in some cases the same person that has completed the Full Data Validation. Your faculty will advise who will be undertaking this step.

Review and add/amend details as required. In particular, check English proficiency section and unverified/not relevant items.

We recommend that this step is done for applicants that require H1E and automatic H1E assessment first, so the academic unit can start the H1E form.

G1, G2 and G3 applicants will move to Step 11: Scholarship Applicant Synopsis Sheet to be completed unless Step 7: English case to be completed for MRGS steering committee is required.

G4 applicants will move to Step 6a: H1E form to be completed and G5 applicants will move to Step 6b: Automatic H1E form to be completed.

Step 6a: H1E form to completed (faculty to set date)

Required for G4 applicants only.

Summarise the case for English (if required) using dot points. This will only appear if you have selected MRGS Steering Committee approval required in English language proficiency section in the Full Data Validation steps. DO NOT use the formatting tools other than bold, italics, underline, numbered list and bulleted list.

In order to assess the standing/quality of overseas institutions and of degrees completed, you will need to indicate the nature/quality of the institution and qualification according to the information available from CEP Online. For Australian degrees, type 'not applicable' in relevant CEP details field. To organise access to CEP Online, contact Carissa Hussar, International Recruitment Services on ext 34739.

Summarise the case for H1E using dot points. DO NOT use the formatting tools other than bold, italics, underline, numbered list and bulleted list.

Applicant will move to Step 8a: Approve completed H1E form when submitted.

You will not be able to continue with assessment of the application, until Step 8a: Approve completed H1E form and Step 9a: MRGS H1E Pending (ie decision) have been completed.

Step 6b: Automatic H1E form to be completed (faculty to set date)

Required for G5 applicants only.

Indicate which degree meets automatic H1E requirements. If you have selected incorrect qualification, click on Select/Remove qualification and then save, the qualification will then be unselected. Select correct qualification.

Summarise the case for English (if required) using dot points. This will only appear if you have selected MRGS Steering Committee approval required in English language proficiency section in Full Data Validation steps. DO NOT use the formatting tools other than bold, italics, underline, numbered list and bulleted list.

Summarise how the applicant has met the minimum requirements for automatic H1E using dot points. DO NOT use the formatting tools other than bold, italics, underline, numbered list and bulleted list.

Applicant will move to Step 8b: Approve completed automatic H1E form when submitted.

You will not be able to continue with assessment of the application, until Step 8b: Approve completed automatic H1E form and Step 9b: MRGS automatic H1E pending (ie decision) have been completed.

Step 7: English case to be completed for MRGS Steering Committee (faculty to set date)

Required for G1, G2 and G3 applicants only. This step is only required, if you have selected MRGS Steering Committee approval required in English language proficiency section in Full Data Validation steps.

Summarise the case for English using dot points. DO NOT use the formatting tools other than bold, italics, underline, numbered list and bulleted list.

Applicant will move to Step 8c: Approve completed English case.

You will not be able to continue with assessment of the application, until Step 8c: Approve completed English case & Step 9c: MRGS English case pending (ie decision) have been completed.

Step 8a: Approve completed H1E form (by Thursday 12 November 2009)

This step will be completed by the faculty.

Review and add/amend details provided as required.

Faculty will either approve H1E form, not approve the H1E form (ie not submit to MRGS for assessment) or will send it back to the academic unit for amendments. If the H1E nomination is not approved by the faculty, the applicant will move to the Student Ineligible list.

Approved H1E applicants will move to Step 9a: MRGS H1E Pending.

You will not be able to continue with assessment of the application until H1E and English case (if required) decision has been made by RGSC.

Step 8b: Approve completed automatic H1E Form (by Thursday 12 November 2009)

This step will be completed by the faculty.

Review and add/amend details provided as required.

Faculty will either approve automatic H1E form, not approve the automatic H1E form or will send it back to the academic unit for amendments. If the automatic H1E nomination is not approved the applicant will move to the Student Ineligible list.

Approved automatic H1E applicants will move to Step 9b:MRGS automatic H1E pending.

You will not be able to continue with assessment of the application until automatic H1E and English case (if required) decision has been made.

Step 8c: Approve completed English case (by Thursday 12 November 2009)

This step will be completed by the faculty where academic unit has made a case for English for a G1, G2 or G3 applicant only.

Review and add/amend details provided as required.

Faculty will either approve English case, not approve English case or will send it back to the academic unit for amendments. If the English case is not approved, the applicant will move to the Student Ineligible list.

Approved English cases will move to Step 9c: MRGS English case pending.

You will not be able to continue with assessment of the application until English case decision has been made by RGSC.

Step 9a: MRGS H1E pending (all results will be finalised by Wednesday 18 November 2009)

This step will be undertaken by MRGS in consultation with RGSC. Clear H1E cases will be approved by Friday 13 November 2009. Pending applicants who will be assessed by the H1E panel will remain in the list until after the H1 panels have met on Wednesday 18 November 2009.

Applicants will remain in this step until a H1E and English case (if required) decision has been made.

Successful H1E applicants will move to Step 11: Scholarship Applicant Synopsis Sheet. Unsuccessful H1E applicants will move to Step 10a: H1E unsuccessful and the Student Ineligible list.

Step 9b: MRGS automatic H1E pending (finalised by Friday 13 November 2009)

This step will be undertaken by MRGS. Applicants that do not meet the automatic H1E requirements will move back to Step 6a: H1E form to be completed.

Applicants will remain in this step until an automatic H1E and English case (if required) decision has been made.

Successful automatic H1E applicants will move to Step 11: Scholarship Applicant Synopsis Sheet to be completed.

Step 9c: MRGS English case pending (all results finalised by Wednesday 18 November 2009)

This step will be undertaken by MRGS.

Applicants will remain in this step until a decision has been made.

Successful English case applicants will move to Step 11: Scholarship Applicant Synopsis Sheet to be completed. Unsuccessful English cases will move to Step 10c: English case unsuccessful and the Student Ineligible list.

Step 10a: H1E unsuccessful (report only)

This is a report that shows the applicants who have not been granted H1E by the H1E panel. Applicants will also appear in the Student Ineligible list. No action is required for this step.

Step 10c: English case unsuccessful (report only)

This is a report that shows the applicants were the case for English has not been approved. Applicants will also appear in the Student Ineligible list. No action is required for this step.

Step 11: Scholarship Applicant Synopsis Sheet to be completed (faculty to set date)

Complete details of qualifying degree. Indicate which degree qualifies the student for the scholarship. For example if an applicant holds a H1 bachelors degree and an ungraded research masters, it is the H1 degree that qualifies the student for the scholarship. If an applicant has been granted H1E, select the highest qualification.

Indicate the result of the qualifying degree. For G2 applicants (ie for students awaiting results of qualifying degree) whose final result is not available, select H1 – Unconfirmed. All outstanding results will need to be confirmed by Monday 7 December 2009. MRGS will liaise with faculties to confirm outstanding results by this date.

Complete rank and mark in honours year (if applicable and available).

Summarise the results of the qualifying degree. Do not include grades of units undertaken in honours year, as these results are reflected in overall grade for honours year. Use the grading system of the university; do not convert results to Monash’s grading system.

Summarise the overall achievements of the applicant in the overall remarks/comments section.

These details will appear on the Faculty Order of Merit List.

Note: you will not be able to commence ranking your applicants until Step 12: Approve completed Scholarship Applicant Synopsis Sheet has been done.

Step 12: Approve completed Scholarship Applicant Synopsis Sheet (faculty to set date)

This step will be undertaken by the faculty.

Review and add/amend details provided as required.

Faculty will either approve SASS or send it back to the academic unit for amendments.

The applicant will move to Step 14 which is the beginning of the ranking process. Faculties will provide instructions to academic units.

Step 13: MRGS data validation

This step will be undertaken by MRGS. MRGS will undertake the final eligibility check of all applicants that will be ranked and determine which scholarships the applicant will be considered for. Academic units and faculties will be able to rank applicants while MRGS undertake the final eligibility checks. The faculty will not be able to rank applicants that MRGS deem ineligible.

Uploading additional documents (available up to 1 December 2009)

Additional documents can be uploaded against each individual record (eg qualification, publication, research experience) in the data validation steps (ie Step 4 & 5). If additional documents are submitted after these steps have been completed, these documents can be uploaded against the application via the Submitted Applications List tab. This feature is available to users who have access to the data validation steps (ie Step 4 & Step 5) only.

Ranking of applicants

Once the faculty have approved all the SASS forms and all the H1E decisions have been made, you will be able to rank your applicants. Your faculty will provide you with instructions for ranking applicants. Applicants are to be ranked primarily on the basis of academic merit and evidence of research potential. When ranking applicants, please consider the applicant's research proposal and the availability of appropriate supervision and facilities in your department. Faculties will not be able to submit their Order of Merit List until Step 13: MRGS Data Validation has been undertaken by MRGS.

Confirming outstanding results

MRGS will liaise with each faculty to confirm all outstanding results (ie Pending H1, H1E results and English tests) by Monday 7 December 2009. Applicants will be removed from the Faculty Order of Merit list if the outstanding result is not confirmed by this date.

Faculty Timetable

Each faculty will draw up its own individual timetable for scholarship selection so that central MRGS deadlines can be met.

Prior candidature/scholarship

Where an applicant has already completed part of the course for which a scholarship is granted prior to taking up the award, the maximum period for which the scholarship is tenable will be reduced accordingly. However students previously enrolled in a masters or doctorate (which was not competed) who change their study topic completely on acceptance of the award will not have their tenure reduced.

Please note that awards will not be available to those who, as a result of prior candidature and/or prior scholarship, would be entitled to a maximum tenure of less than 12 months. Such applicants cannot be ranked for an award.

To work out scholarship entitlement for current PhD student – work out months of full-time equivalent enrolment up to 31 December 2009 and deduct this from 42 months (maximum duration of a scholarship for a PhD).

To work out scholarship entitlement for a current Masters student - work out months of full-time equivalent enrolment up to 31 December 2009 and deduct this from 24 months (maximum duration of a scholarship for a Masters). If less than 12 months, student must upgrade to PhD before the scholarship can commence (ineligible if not upgrading to PhD). If more than 12 months, scholarship can commence even while student is a masters student (ie don't have to upgrade before the scholarship can commence).

APA eligibility - external candidates

In recognising the increasing need for cross-disciplinary and cross-institutional (location) research, an APA may be made available for applicants intending to enrol as a research candidate under Monash’s external mode regulations, provided the applicant has the support of the relevant academic unit and faculty.

Applicants are required to indicate on the scholarship application if they intend to pursue a research degree by external mode in 2010. This will give academic units and faculties adequate opportunity to determine whether they can/will support the project and whether they can provide supervision and to initiate discussion with external parties about research environment and possible contribution of external supervisor(s). This will also avoid the situation of a prospective internal student suddenly proposing to enrol as an external candidate. Note the awardee is also required to reside in Australia.